Admin Assistant This job has ended. You cannot apply anymore.

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Administration
Posted on 31 Jul, 2021
Closing on 13 Aug, 2021

Job Description

Vacancy Announcement for National Personnel for the German International Cooperation / Improving Access to Basic Social Services for IDPs and Local Population – IDPs (PN. 16.4056.4-001.00) implemented by the GIZ Office Sana’a.

The wide range of services offered by the Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH are based on a wealth of regional and technical expertise and on tried and tested management know–how. We are a German Federal enterprise and offer workable, sustainable and effective solutions in political, economic and social change processes. With immediate effect the GIZ Office Sana’a invites applications from qualified Yemeni nationals for the following position: 

  • Position: Admin Assistant
  • End of Contract: 31.08.2022 (with possible extension)
  • Post Location: Aden

Responsibilities

The admin assistant is responsible for

  • performing the financial needs of the project independently, with a minimum of intervention.
  • filing documents in reference files or in DMS in line with GIZ’s filing rules
  • ensuring compliance with GIZ financial management and administrative regulations and procedures.
  • safely and responsibly performing official travels using official vehicles.
  • ensuring good communication and flow of information within the project, with the GIZ office, projects including RMO and other related partners.

Main Tasks                                                            

The admin assistant:

  • is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.) 
  • coordinates with the management of the IDP project on the mode of service delivery
  • ensures that computers and software function properly
  • assists in preparing local subsidy and consulting agreements as per GIZ regulations
  • carries out procurement of goods and services in accordance with regulations, rules and guidelines and following 4 eye principals 
  • manages confidential files, specifically in the area of finance.
  • interprets and translates as required.
  • ensures creation and /or regular updating of a list of contacts and addresses (telephone, fax, e-mail).
  • participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes.
  • creates an address file with important contact addresses and maintains it
  • Is responsible for the functionality of the project premise.  
  • maintains the inventory for the project by using the software Onsite Asset.
  • organises and coordinates appointments for the (Senior) Advisor responsible or the PC
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
  • replies to and looks after correspondence (replies)
  • prepares and organises information materials and/or meetings
  • helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations
  • ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments 
  • photocopies and scans documents as needed.
  • arranges logistical requests including for official travelling trips and performing all necessary arrangements including coordination with RMO
  • helps in managing and monitoring the monthly accounting and financial plans on the governorate level.
  • is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers.
  • initials cash withdrawals for various activities. 
  • carries out spot checks of the cash and bank book.
  • checks requests for funds before release.
  • checks project accounting.
  • provides information regarding GIZ regulations on local subsidies to project partners and regularly updates to the project advisor regarding short consultancy contracts and local subsidies requirements in coordination with project manager.
  • assists with financial management related to settlement of local subsidies and consulting agreements with national appraisers. 
  • prepares transfers and/or other bank documents and checks these before execution
  • is responsible for administrative aspects of financial management, e.g. bank withdrawals, direct debit orders.
  • checks unexpected entries in the cash book.
  • checks the completeness and correctness of vouchers and receipts.
  • reports any surplus or shortfall in cash without delay.
  • checks travel expense statements of staff for approval by the superior
  • prepares office finance and admin documents for internal control 
  • driving the project vehicle and ensure the car record according to the giz rules.
  • responsible for the vehicle maintenance and readiness.
  • Maintains close communication to the other GIZ colleagues in the Office location to coordinate the overall management of the office
  • Assists in ensuring information is exchanged between project staff, partners and other institutions
  • regularly draws up a list of forthcoming meetings and events
  • reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair
  • reports without delay to the project manager on all problems and compliance with rules
  • cooperates and coordinates closely with the other admin staff of the project to assure a smooth run of project implementation
  • reports without delay to the Advisors on site and / or the PC on all duty related problems and compliance with rules
  • supports project staff in doing their tasks
  • supports the overall risk management of the project and GIZ Yemen
  • performs other duties and tasks at the request of management.

Required qualifications, competences and experience

  • university degree in business administration or related field
  • at least 1-3 years’ professional experience in a comparable position.
  • excellent working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications
  • digital literacy
  • familiarity about the assignment area
  • communication and negotiations skills.
  • teamwork, client orientation, initiative, and creativity
  • willingness to travel to other locations and work in a diverse multi-cultural environment
  • good knowledge about the security situation of the different locations in the southern governorates 
  • good knowledge of English and Arabic languages
  • In- depth (professional) understanding of administration, logistics and risk management.
  • willingness to upskill as required by the tasks to be performed and aactively works towards continuing personal learning and development.
  • demonstration of professional behavior and personal ethics, transparency, integrity, and openness to encourage respect and similar behaor from colleagues in the workplace 
  • confidentiality and awareness of data protection regulations.
  • consistently approaches work with energy and a positive, constructive attitude.
  • good organisational skills. 
  • good driving experience and ability to drive 4-Wheel vehicle with valid driving license.

How to Apply

How to apply has been removed becuase this job has ended. If this is a special case, please contact us and we will help.

Important Notes / مقترحات هامة

Following the instructions on How to apply will always increase your chances of getting your application looked at.
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